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Property Transfer Administrator

Property Transfer Administrator

Posted 5 April by FirstPort Ended

Property Transfer Administrator (9m FTC)

New Milton

Part time role - Monday to Wednesday

Closing date: 19th April 

As Property Transfer Administrator your role will be to co-ordinate the legal transactions of property owners; to ensure compliance with conditions of ownership; to maintain records and assist customers and their Solicitors with enquiries relating to transfers, consents and sales.

What will you be doing?

Main responsibilities:

  • Inform all parties what is required of them on transfer of a property.
  • Notify parties if they need to seek further information, consent or they are required to notify a third party of their intentions. If so whom, what is required and how they can contact them.
  • Complete tasks in order of priority to meet the needs and requirements of our customers.
  • Have a clear understanding of, and work towards achieving the Department’s KPIs.
  • Collate and dispatch Property Information Packs.
  • Liaise with all departments to ensure that up to date information is stored on our systems and provided to our customers and their potential purchasers.
  • Prepare Deeds of Covenant and Licences to Assign as appropriate.
  • Answer written and telephone enquiries as required.
  • Ensure that all references are obtained and approved if required prior to assignment.
  • Ensure that all service charges and ground rent are paid in full prior to assignment.
  • Ensure that all transfer and contingency fees are paid in full where required in a timely manner post completion.
  • Chase outstanding documentation.
  • Complete assignment of property to new owners.
  • Record details of any tenants or other occupants of the property.
  • Where you are notified that a property is sublet ensure that consent or registration requirements are complied with or notify the appropriate team with responsibility for enforcing these covenants.
  • Liaise with and assist client’s agents.
  • Update and maintain records in Property Point and Qube.
  • Open, sort, distribute and scan correspondence, saving to Property Point as appropriate.
  • Update records of fees received in Property Point.
  • Inform all parties what is required of them for consent and registration of sub-lets, mobility scooters, pets, alterations and any other consent or registration required.
  • Prepare and complete Certificate of Consents and Registration as and when required by your Line Manager.
  • Bank cheques - register and distribute cheques to relevant departments as and when required by your Line Manager.
  • Answer correspondence.
  • Determine the status of draft documents, and ensure that the transaction is properly completed.
  • Refer more complex matters to Property Transfer Team Leader.
  • Resolve disputes and notify your Line Manager of any escalated disputes and/or complaints.
  • Set an example to others by championing the Company’s Four Pillars’ standards and FIRST values.

What will you be like?


A good standard of secondary education with GCSEs grades A-C or equivalent in Maths & English or NVQ level 2/3 standard.


General Office based experience with good telephone manner and problem solving skills.   A minimum of 1 years’ experience in a customer service facing role.  


Computer literate. 

A working knowledge of Word, Excel and Outlook to intermediate level.

An understanding of property management would be an advantage.


  • Accurate
  • High degree of organisation
  • Attention to detail
  • Good Communication skills (verbal & written)
  • Ability to handle queries  / complaints effectively
  • Ability to multitask

Personal Qualities:

  • Enjoys a busy office environment
  • Ability to work under pressure
  • Reliable
  • Capable of being assertive when necessary
  • Ability to work either alone or as part of a team
  • Ability to use initiative in problem solving
  • Self-motivated team player
  • Friendly manner with positive attitude
  • Able to remain calm during a crisis

Reference: 34834245

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